Finding the right tools for collaboration can feel like staring at a buffet and not knowing where to start. With so many options available, taking the time to research and compare features can save you time and frustration in the long run. That's why we reviewed the 13 best online collaboration tools to help you choose better and faster. Let's explore the top use cases, key features, advantages, and limitations to guide your decision.
What are online collaboration tools?
Online collaboration tools are software that makes teamwork easier, whether working side-by-side or across time zones. Picture them as the platforms and apps you use every day to send quick messages, share files, and collaborate on tasks with your colleagues.
And these tools have never been more crucial for businesses. According to Mural’s 2024 Teamwork Research Report, three out of five knowledge workers have actively considered leaving their current positions or have already applied for new jobs due to poor teamwork.
Online collaboration platforms allow you to keep talent by streamlining workflows, enhancing communication, and empowering team members to stay productive and engaged. From chat messaging to collaborative project management, let's review the most common categories:
- Communication tools: These apps focus on real-time messaging, video conferencing, and file sharing. Examples include Slack, Microsoft Teams, and Zoom.
- Project collaboration software: These solutions help teams plan, manage, and execute projects. Popular options include Trello, Asana, and Mural.
- Document collaboration systems: These tools allow multiple users to work on files simultaneously. Google Docs and Microsoft Word Online are well-known examples.
- Online whiteboard platforms: These solutions enable teams to work together visually. You can design, brainstorm, and share ideas. Leaders in this segment include Mural, FigJam, and Miro.
Related: Team collaboration software: A buyer’s guide
Top benefits of online collaboration tools
Online collaboration tools are game-changers in cutting down on those endless, boring meetings. For example, you can plan a project kickoff meeting using an online whiteboard and share it with everyone in advance, skipping the whole "why we are here" nonsense and getting right to the point.
With these tools, you can:
- Improve communication and flexibility: Collaboration platforms enable real-time interaction and feedback, reducing misunderstandings and delays in your projects. Features like chat and video conferencing ensure that all team members are on the same page, whether they work on-site, remotely, or in a hybrid environment.
- Enhance productivity and efficiency: Certain systems streamline teamwork with real-time collaboration, while others integrate AI-powered features — sometimes both! These solutions help teams complete projects faster and keep workflows more organized, allowing everyone to track progress and manage tasks without extra hassle.
- Centralize information management: Many platforms let you store and organize files, so all the information you need is easily accessible and up-to-date. This centralization reduces the risk of losing valuable information and gives everyone access to the latest versions of documents.
Related: How to improve teamwork in your workplace: 5 easy tips
13 best tools for online collaboration
1. Mural
Category: Visual collaboration
About Mural: Imagine an infinite canvas where teams can make the most of their creativity while staying productive and aligned. Mural is more than an online whiteboard — think of it as a visual collaboration workspace for sharing ideas, achieving meeting goals, crafting presentations, and managing projects.
Mural is the best online collaboration platform because it has a simple interface and powerful tools that make teamwork easier, more interesting, and fun.
Great for:
- Design thinking
- Brainstorming
- Agile project management
- Customer journey mapping
- Mind mapping
- Problem-solving
Who can benefit: Teams of all sizes and industries that need interactive, visual collaboration — in areas like product development, software development, project management, marketing, advertising, design, education, and more.
Key features:
- Resizable canvas options to adapt to your collaboration goals
- A library of templates for various use cases, from project kick-off to ice breakers
- Real-time collaboration on any device with Android and iOS apps
- Sticky notes, voting, flexible permissions, and diagramming tools
- Integration with apps like Slack, Microsoft Teams, and Google Drive
- Enterprise-grade features to enhance trust and security
Limitations: Mural is best suited for teams seeking a unified platform to manage diverse collaborative projects and processes. If you're focused on a specific collaboration challenge, consider integrating Mural with other online collaboration software to enhance your solution.
Pricing: You can get started for free or choose unlimited murals for $9.99 per user/month
Related: Check out the best enterprise collaboration tools
2. Slack
Category: Team communication
About this platform: Slack is a platform for real-time messaging, file sharing, and integrations with other tools. It allows you to create huddles to identify the right problems to solve and groups by topic or area to align on projects and tasks. What makes Slack one of the best tools for online collaboration is its customizable ecosystem, which helps teams choose the best way to communicate and work together.
Great for:
- Remote communication
- Customer support
- Knowledge sharing
Who can benefit: Teams of all sizes and industries looking to streamline communication and improve productivity.
Key features:
- Channels for organized conversations
- Direct messaging for quick, private communication
- File sharing and storage
- Searchable message history
Limitations: While Slack excels in communication, it may require integration with other tools for full collaboration. Plus, this platform requires best practices and proper setup to prevent information overload and constant notifications that can hinder productivity.
Pricing: Starting at $4.13 per user/month* with a free limited subscription available
3. Microsoft 365
Category: Productivity suite
About this platform: Microsoft 365 is a suite of applications including Word, Excel, PowerPoint, and Teams, along with cloud services such as OneDrive and SharePoint. This platform enhances productivity and collaboration through integrated tools that support document creation, sharing, and real-time teamwork.
Great for:
- Document creation and editing
- Email and calendar management
- Remote and hybrid meetings
Who can benefit: Businesses seeking a versatile productivity platform, especially those who use Microsoft products.
Key features:
- Access to Office 365 applications to create documents, spreadsheets, and presentations
- Cloud storage and file sharing
- Communication tools
- Document management and intranet
Limitations: Some users may find Microsoft 365's interface complex due to its many features. Additionally, integrating non-Microsoft tools can be challenging compared to other platforms.
Pricing: Starting at $7 per user/month*
4. Notion
Category: All-in-one workspace
About this platform: Notion combines notes, databases, and project management in a flexible environment. It's a nice tool for collaborating on tasks, documents, and knowledge bases. Its ability to be changed makes it a good choice for many uses, from managing customer information to making wikis to organizing website content.
Great for:
- Collaborative note-taking
- Task tracking
- Knowledge sharing
Who can benefit: Teams across various industries who need a tool for organizing information and managing projects.
Key features:
- Customizable templates and databases
- Real-time collaboration
- Rich media support (videos, images, files)
Limitations: The flexibility of Notion can lead to a steep learning curve for starters, and it may require time to set up and customize effectively. Also, compared to other platforms, Notion might offer fewer integrations.
Pricing: Starting at $9.50 per user/month* with a free limited subscription available
5. Asana
Category: Project management
About this platform: Asana is a project management tool for collaborative project planning, execution, and tracking. With an intuitive interface and a set of features, this platform enables teams to manage tasks and deadlines efficiently.
Great for:
- Collaborative project management
- Task management
- Project planning and tracking
Who can benefit: Teams of all sizes looking for a centralized platform to manage their projects.
Key features:
- Task assignments and due dates
- Project timelines and Gantt charts
- Customizable workflows and templates
- Reporting and analytics
Limitations: Asana is primarily a project management tool, lacking features for other collaboration needs. Its extensive feature set can overwhelm new users, so mastering its features might take time and training.
Pricing: Starting at $10.99 per user/month* with a free limited subscription available
6. Trello
Category: Visual task management
About this platform: Trello is a task management tool that uses a card and board system to help teams organize their work visually. Known for its simplicity, Trello allows users to create Kanban boards for different projects, making it easy to track progress and collaborate. Trello's visual approach makes it an option for many business applications, from managing Agile development lifecycles to streamlining content marketing workflows.
Great for:
- Task organization
- Workflow visualization
Who can benefit: Small teams looking for a user-friendly tool to manage daily tasks.
Key features:
- Boards, lists, and cards for task management
- Customizable boards and templates
- Power-ups for additional features like calendar views and reporting
Limitations: Trello's simplicity might be a drawback for large projects with complex dependencies. Compared to other project management platforms, its integration ecosystem and built-in tools might be limited.
Pricing: Starting at $5 per user/month* with a free limited subscription available
7. Zoom
Category: Video conferencing
About this platform: Zoom is a leading video conferencing tool that enables virtual meetings, webinars, and online collaboration. Known for its high-quality video and audio, Zoom offers features that facilitate remote communication and teamwork. Its interactive features and easy-to-use interface make it one of the best online collaboration tools for businesses that want to improve team participation in meetings.
Great for:
- Virtual meetings
- Webinars
- Remote workshops
Who can benefit: Businesses and educational institutions that need a reliable platform for virtual communication and collaboration.
Key features:
- HD video and audio
- Screen sharing and annotation
- Breakout rooms for group discussions
- Integration with apps like Slack, Google Calendar, and Mural
- Recording and transcription
Limitations: The free plan has a 40-minute limit on group meetings, and advanced features are available only on the paid plans. Plus, it requires some best practices to prevent participants from accidentally unmuting their microphones or using funny dog filters during sessions.
Pricing: Starting at $12.49 per user/month* with a free limited subscription available
Related: Explore virtual meeting tools for team collaboration
8. Google Workspace
Category: Productivity suite
About this platform: Google Workspace includes popular applications like Gmail, Google Docs, and Google Meet. Its cloud-based nature makes it easy to work together from anywhere. This is a good choice for companies that use apps like Google Drive.
Great for:
- Email communication
- Document creation and editing
- Cloud storage
- Virtual meetings
Who can benefit: Teams seeking a comprehensive suite of tools for document management, file storage, and effective asynchronous communication.
Key features:
- Email communication
- Video conferencing
- Document creation and collaboration
- Cloud storage and file sharing
Limitations: Like Microsoft 365, Google Workspace might not work well with other productivity suites. So, apps like Word and Keynote often work better in their systems.
Pricing: Starting at $5.75 per user/month* with a free trial version available
9. Jira
Category: Project management
About this platform: Jira is an Agile project management tool. It helps teams plan projects for software development while ensuring efficient task management and tracking. Advanced features and customizable workflows make Jira one of the best online collaboration tools for development teams looking to implement Agile frameworks such as Scrum or Kanban.
Great for:
- Agile project management and Scrum
- Software development
- Sprint planning
Who can benefit: Software development teams and IT departments who need a platform for managing projects, tracking issues, and running efficient Agile meetings.
Key features:
- Scrum and Kanban boards
- Issue and bug tracking
- Integration with tools like Mural, GitHub, and Slack
- Reporting and analytics
Limitations: While adaptable, Jira might not be the best fit for non-software projects. Advanced customizations might require technical expertise due to their complexity.
Pricing: Starting at $7.16 per user/month* with a free limited subscription available
Related: The 13 best Agile project management tools
10. Dropbox
Category: Cloud storage
About this platform: Dropbox allows teams to store, organize, and share files easily. This cloud storage service offers a secure place for managing and collaborating on documents, photos, and other files. For example, you can share a video for team review or send a document to a client and track all activity to control viewership and comments.
Great for:
- File storage and sharing
- Document collaboration
- Backup and sync
Who can benefit: Teams across various industries who need a cloud storage solution for managing and sharing files from multiple devices.
Key features:
- File storage and sharing
- File recovery and version history
- Security features like encryption, password protection, and two-factor authentication
Limitations: The free plan offers limited storage, and some advanced collaboration features are available only in the paid plans.
Pricing: Starting at $9.99 per user/month* with a free limited subscription available
11. Livestorm
Category: Webinar and video conferencing
About this platform: Livestorm is a webinar and video conferencing platform for facilitating online events. It helps you create professional and interactive experiences, such as remote workshops, virtual meetings, and webinars. To get the most out of this platform, you can share event replays with participants and analyze attendee data to improve future events.
Great for:
- Virtual meetings
- Webinars
- Online training
Who can benefit: Businesses looking to engage with team numbers, customers, and clients through live online events.
Key features:
- HD video and audio quality
- Interactive tools like polls, Q&A, and chat
- Customizable registration pages and email reminders
- Integration with apps like HubSpot, Google Analytics, and Mural
Limitations: Livestorm might be a budget stretch for smaller teams, and some advanced features are only available in higher-tier plans.
Pricing: Starting at $99 per month* for a subscription with 100 active contacts
12. Figma
Category: Design and prototyping
About this platform: This is a popular co-design and prototyping solution that enables teams to create, test, and share design projects. With its cloud-based approach, Figma provides an environment where designers can collaborate easily, whether working on wireframes or UI/UX designs.
Great for:
- UI/UX designs
- Prototyping
Who can benefit: Teams who need a collaborative platform for creating and managing design projects.
Key features:
- Vector networks for flexible design
- Prototyping and wireframing tools
- Component libraries and design systems
Limitations: Mastering Figma's design tools can take time and practice. Plus, real-time collaboration requires a stable connection, as large files can affect Figma’s performance.
Pricing: Starting at $15 per user/month* with a free limited subscription available
13. Butter
Category: Virtual workshops and meetings
About this platform: Butter makes online events more engaging through a set of interactive tools, such as polls, timers, and breakout rooms. It provides an intuitive interface that helps you keep your team participative in virtual meetings and training sessions.
Great for:
- Virtual workshops
- Team building
- Training and coaching
- Facilitating brainstorming sessions
Who can benefit: Facilitators, trainers, team leaders, educators, and anyone who runs interactive sessions and workshops online.
Key features:
- Customizable agendas and templates
- Real-time collaboration and feedback
- Recording and session analytics
- Integration with apps like Mural, Google Drive, and Zoom
Limitations: Butter is relatively new, so it may lack some advanced features and integrations compared to more established platforms. Pricing can be on the higher side compared to other meeting tools.
Pricing: Starting at $18 per user/month* with a free limited subscription available
Get the best online collaboration software
Mural empowers you to boost teamwork from anywhere, whether your team is in the office, hybrid, or fully remote. With our enterprise collaboration software, you can create powerful presentations, manage projects, plan everyday tasks, and foster a strong sense of team connection.
Forget those dull, time-consuming meetings. Mural offers the best workspace for remote team building and collaboration. Leverage lots of ice breaker templates, interactive tools, and integration with all the platforms in this list. Everyone feels engaged, and the work gets done.
Sign up for free and integrate Mural into your best online collaboration tools.
*All information contained herein is based on publicly available information as of August 2024.
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